Hi, I'm new to GP, currently using 10.0 (was using ACCPAC/SBT and Oracle 11i at last company).
When we were closing our books for the month, we noticed that many of the AP checks are posted in the AP check register (all batches have been posted), but missing from our GL trial balance. After some checking, they were in the GL as pending batches to be posted. After we manually post them to GL they appear correctly.
My question is if this is normal? Is it because we didn't have the period open in GL, but AP is open (we noticed that most of these batches were generated toward the beginning of the month, maybe we didn't open the month in time?). If we open the month to GL posting, would we be able to avoid these unposted batches later? Also, are there error messages that would have indicated this problem? We checked with the AP clerks who posted the AP batches and they said there were no errors when posting.
Thanks for your help!
There is a checkbox in the posting setup that will instruct the system to automatically post your AP checks to the GL. I'm guessing that this is why they didn't post. Navigate to Microsoft Dynamics GP >> Tools >> Setup >> Posting >> Posting. This will open the Posting Setup window.
Select the Series as Purchasing and the Origin as Computer Checks. In the upper left-hand corner you will see two check boxes. Post to General Ledger, which is checked and Post Through General Ledger Files, which I'm guessing is not checked. You need to check the second box if you want your AP checks to automatically post and update the GL.
Leslie Vail, CPA, MVP, MCT, MCITP, MCP, MCITSASCI, Inc. * PO Box 600965 * Dallas, TX 75360 * 972-814-8550 * firstname.lastname@example.org
Thanks for your reply. I checked and yes, both check boxes were checked for that screen (Purchasing/Computer Checks). It should have posted straight through to GL.
So we were guessing maybe AP was open for posting for that period (May) but GL was not opened yet for posting, causing the batch to be posted in the AP system but stayed in the batch queue in GL. Do you think that's possible? Or did we do something else wrong?
If the GL period was closed when the AP checks were printed, the batch would have normally ended up in batch recovery. Did someone take it out of batch recovery?
This was a batch of AP checks, not a check printed from Payables Trx entry, yes?
Hmm... Maybe someone did, but nobody owns up to it now.
Yes, it is a batch of AP checks, not from Payables Trx entry.
If A/P is open and GL is closed, and you are posting by batch and not using Quick Checks, then the GL transaction generating by posting your AP batch will not post. It will not post to a closed period. I don't know what they mean by 'stuck' in the queue. The Batch Recovery Window is where my batches get 'stuck' when this kind of thing happens. However it's called, for sure your A/P checks will not post through GL if the GL period is closed when you post the AP checks.